Administrative Assistant



Vacancy Number: 1037

Job Summary

Reporting to the department chairs for Biology and Chemistry, the Administrative Assistant performs a wide range of administrative office and program support activities for the Biology and Chemistry departments within the College of Arts and Sciences.

Duties and Responsibilities

  • answer, screen and transfer inbound phone calls
  • document/record minutes of departmental meetings
  • review, distribute and disseminate incoming/outgoing mail
  • receive and direct visitors
  • general clerical duties including photocopying, fax and mailing
  • bookkeeping and recordkeeping
  • maintain electronic and hard copy filing system
  • retrieve documents from filing system
  • handle requests for information and data
  • resolve administrative problems and inquiries
  • prepare written responses to routine enquiries
  • prepare and modify documents including correspondence, reports, drafts, memos and emails
  • schedule and coordinate meetings, appointments and travel arrangements
  • prepare agendas for meetings and prepare schedules
  • open, sort and distribute incoming correspondence
  • maintain office supply inventories
  • coordinate maintenance of office equipment
  • coordinate and maintain records
  • represent the departments at open houses outside of regular office hours on occasion
  • performs other duties as assigned

Qualifications

• High School Diploma or equivalent required; some College preferred
• Three years relevant experience, preferably in an educational environment
• computer skills and knowledge of relevant software
• knowledge of operation of standard office equipment
• knowledge of clerical and administrative procedures and systems such as filing and record keeping
• knowledge of principles and practices of basic office management
• strong verbal and written communication skills
• ability to plan and organize
• ability to prioritize, assess and solve problems, gather and monitor information
• attention to detail and accuracy
• ability to maintain confidentiality of work related information and materials
• ability to be flexible, adapt to changes
• strong customer service orientation
• ability to work as part of a team
• ability to multitask
• experience with bookkeeping/recordkeeping for academic grants preferred
• ability to work weekends on occasion
• ability to travel on occasion

Working conditions

• Regular schedule is Monday through Friday, 8am – 5pm
• Regular office environment, climate controlled

Physical requirements
While performing the duties of this job, the employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

How to apply

Interested persons should submit a complete application packet which includes:

-FVSU Application (include Job Title and Job Number)
-Cover Letter (include Job Title and Job Number)
-Resume
-Unofficial Transcript(s) – Diploma copies are not accepted in lieu of transcripts
-List of three (3) Professional References including their contact information

Complete application packets should be emailed to hrfvsu@fvsu.edu, with the Job Title and Job Number in the subject line. Application packets that do not contain required information may not be given full consideration.

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